DISTRICT OF COLUMBIA - Compendium

1 DISTRICT OF COLUMBIA DEPARTMENT OF TRANSPORTATION CONSTRUCTION MANAGEMENT MANUAL May 2010 DISTRICT OF COLUMBIA DEPARTMENT OF TRANSPORTATION GABE KLEIN, DIRECTOR RONALDO T. NICHOLSON, CHIEF ENGINEER GREER GILLIS, DEPUTY CHIEF ENGINEER SAID CHERIFI, ACTING DEPUTY CHIEF ENGINEER MESFIN LAKEW, CHIEF SAFETY, STANDARDS AND QUALITY CONTROL DIVISION DEPARTMENT OF TRANSPORTATION FEDERAL HIGHWAY ADMINISTRATION Construction Management Manual Table of Contents - I - Table of Contents 1. OVERVIEW ..1 2. CONSTRUCTION ENGINEERING INSPECTION ..1 3. CONSTRUCTION PROJECT STAFF AND RESPONSIBILITIES ..1 SECTION 1 BID PROCEDURES ..6 BID PROCEDURES AND CONSTRUCTIBILITY REVIEW AND PRELIMINARY SERVICE ESTIMATE.

2 6 FINAL BID DOCUMENT REVIEW ..6 PRE-BID CONFERENCE ..6 SECTION 2 AWARD PROCEDURES ..7 BID AND PRE-AWARD PROCESSING ..7 CONSTRUCTION MANAGEMENT BUDGET ..8 EXECUTION OF CONTRACT PRE-CONSTRUCTION CONFERENCE ..8 NOTICE TO PROCEED AND RELATED DOCUMENTS ..9 SECTION 3 CONSTRUCTION START-UP ..10 ORGANIZATION AND MANAGEMENT ..10 FIELD OFFICES AND PROJECT AND INSPECTION DRAWINGS AND SPECIFICATIONS ..12 TESTING SERVICES ..12 PUBLIC RELATIONS ..12 EEO/AFFIRMATIVE ACTION & DISADVANTAGED BUSINESS ENTERPRISE SECTION 4 COMMUNICATIONS CONTROL ..15 CORRESPONDENCE ..15 DAILY/MONTHLY REPORTS ..16 AGENCY/UTILITY COORDINATION MEETINGS ..18 PHOTOGRAPHIC SECTION 5 DRAWING CONTRACT DRAWING DISTRIBUTION AND REVISIONS ..19 SHOP DRAWINGS, WORKING DRAWINGS, SAMPLE SUBMITTALS ..19 REQUESTS FOR PROJECT RECORD DOCUMENTS.

3 20 SECTION 6 SCHEDULE CONSTRUCTION CONTRACT SCHEDULE ..21 SHORT-TERM SCHEDULES ..22 SCHEDULE UPDATES AND SCHEDULE COMMUNICATIONS AND MEETINGS ..23 PROCUREMENT CONTROL ..23 SECTION 7 Cost PROGRESS PAYMENTS ..24 CHANGE ORDERS ..25 Table of Contents Construction Management Manual - II - SECTION 8 QUALITY ASSURANCE AND 29 RESPONSIBILITIES .. 29 CONTRACTOR QUALITY CONTROL (CQC) 29 INSPECTION .. 30 TESTING .. 30 COORDINATION WITH STATUTORY AUTHORITIES .. 31 SURVEY CONTROL .. 31 NON-COMPLYING WORK .. 31 QUALITY 32 SECTION 9 SAFETY AND LOSS 33 CONTRACTOR S SAFETY PLAN .. 33 MONITORING COMPLIANCE WITH CONTRACT REQUIREMENTS .. 33 CITIZENS CLAIMS PROCEDURES .. 34 ENVIRONMENTAL ISSUES .. 34 SECTION 10 PUBLIC 35 CONTACTS WITH THE DEPARTMENT OF 35 CONTACTS WITH THE PUBLIC.

4 35 CONTACTS WITH THE NEWS 37 ENHANCEMENT OF PUBLIC 37 SECTION 11 CONTRACT COMPLETION AND CLOSEOUT .. 38 CLOSEOUT 38 AS-BUILT DRAWINGS AND RECORD 39 WARRANTIES, GUARANTEES, AND OPERATING 39 CONTRACTOR S FINAL PAYMENT/FINAL ESTIMATE .. 39 FINAL MEASUREMENT BY SURVEYORS .. 40 CLOSEOUT 40 ARCHIVING FILES AND DRAWINGS .. 40 PROJECT FINANCIAL 41 FHWA REQUIREMENTS FOR PROJECT 41 SECTION 12 MATERIALS AND PLANT .. 42 MATERIALS INSPECTION .. 42 PLANT AND OFF-SITE MATERIAL INSPECTIONS .. 46 SECTION 13 UTILITY INSTALLATION .. 47 UTILITY COORDINATION .. 47 CARE DURING PAVEMENT REMOVAL .. 49 SECTION 14 ETHICS .. 51 51 SPECIFIC REQUIREMENTS .. 51 SECTION 15 53 Appendix A. Record of Authorization to Proceed with Major Contract Revision .. 53 Appendix B. Pre-Construction Conference Agenda ..54 Appendix C.

5 55 Appendix D. Request for Information (RFI) .. 65 Appendix E. Notice to Proceed (NTP) .. 68 Appendix F. Letter to 69 Appendix G. Transmittal 70 Appendix H. Inspector Daily Report .. 71 Appendix I. Closeout Check 73 Appendix J. Substantial Completion Letter .. 75 Appendix K. Contact List of Utilities, Park and FHWA .. 76 Construction Management Manual Introduction - 1 - INTRODUCTION 1. OVERVIEW The DISTRICT of COLUMBIA Department of Transportation (DDOT) Office Manual for Construction Management (CM) presents DDOT s procedures and standards for managing and administering construction projects. The primary purpose of the manual is to establish standard operating procedures for DDOT s engineers, construction managers, consultants, and contractors in order to promote uniformity and efficiency.

6 The construction management staff must coordinate with others who provide services that include planning, budgeting, pre-design services, design services, scheduling, bid and award services. The CM procedures written in this manual are primarily for DDOT projects. The use of CM practices provided in this Manual is beneficial to the overall success of DDOT s construction program. 2. CONSTRUCTION ENGINEERING INSPECTION Construction engineering and inspection services provided during the construction phase of a project usually include monitoring of the construction work through inspection and testing, tracking progress against the construction schedule, checking and recommending interim and final payments, administrating changes, maintaining and filing records for audits, and providing documentary records that the project has been built in accordance with plans and specifications.

7 The management of a project usually includes a Construction Manager (CM), and typically, a Project Engineer (PE) who is supported by inspectors. Depending upon the size of the project, it may be desirable to expand the staff to include secretarial/administrative staff, and office engineering staff. Within DDOT, the Chief Engineer for the Infrastructure Project Management Administration (IPMA) or his/her designee is responsible for oversight and management of all phases of construction projects. The Chief Engineer is supported by two Deputy Chief Engineers. The DISTRICT of COLUMBIA is divided into eight (8) geographic Wards, with a Team Leader assigned to manage the construction projects within each Ward. The Construction Manager will receive direction and oversight from the Team Leader within the specific Ward in which that project resides.

8 FHWA 23 CFR regulations paragraph (b) includes the requirement that a responsible DDOT employee be the official government construction representative of all federally funded construction projects: Although DDOT may employ a consultant to provide construction management services, DDOT shall provide a full-time employed engineer to be in charge of the project . Organization charts presented in the manual show various layers of the administrative structure of IPMA s organization, normal and expanded duties of the staff members. 3. CONSTRUCTION PROJECT STAFF AND RESPONSIBILITIES This Construction Management Manual describes the duties involved in the management of construction projects. It recognizes that for projects that require expanded service the CM will be supported by additional staff.

9 The expanded staff may consist of Office Engineer, Administrative Assistant, Inspectors and others depending on the size and complexity of the project. The following job descriptions cover the normal range of duties of the PM, CM, Office Engineer, Administrative Assistant, and Construction Inspector. These job descriptions are not a complete Introduction Construction Management Manual - 2 - list of duties and responsibilities. However, all construction management staff should recognize that every project will be different to some degree and will require flexibility in the procedures and responsibilities in adapting them to a particular project.

10 For typical projects, the CM and Construction Inspector are responsible for all duties described below where applicable and feasible. Ward Team Leader The Team Leader or his/her designee is the person that is responsible for the administration of construction projects within his/her assigned Ward. Within this capacity, the Ward Team Leader or his/her designee takes on the duties and responsibilities of the Project Manager (PM) at the ward level, and is responsible for the oversight and management of assigned projects. The Team Leader or his/her designee is responsible for securing funding, budgeting, planning, scheduling, preparing bid documents, and general oversight of the project from inception to completion. Construction Manager (CM) The CM is the primary contact between the Construction Contractor and the Team Leader.